Agent Currencies, Booking Currencies, Service Currencies & Invoice Currency

Tourplan is capable of handling foreign currencies at different levels within a booking. In general, there should be no need to change what are standard settings as applied to the system, but it is important that there be an understanding of how multiple currencies in a booking are calculated.

At the lowest level, each service in the Tourplan Product Database has a Buy Currency and a Sell Currency. It is quite common for these to be the same currency, but they do not have to be. Inbound Operators will generally have the same Buy and Sell currencies; Outbound Wholesalers generally not.

How a service has been set up in the Product Database, what the Agent currencies are, what the Booking currency is and what the Invoice Currency is, all go toward determining what currency calculations are made, and how they will affect the booking.

The following table provides some examples.

System Base Currency = NZD

All service BUY Currency NZD 100.00

Table 1: Service/Booking/Agent/Invoice Currency Examples

Example 1 – Service Sell NZD; Agent/Booking NZD; Invoice NZD
Agent	Booking	Service Sell	Exch	Booking	Booking	Exch	Invoice
Currency	Currency	Currency	Rate	Cost	Sell	Rate
NZD	NZD	NZD		NZD	NZD		NZD
		130.00	1.00	100.00	130.00	1.00	130.00

Example 2 – Service Sell NZD; Agent/Booking NZD; Invoice USD
Agent	Booking	Service Sell	Exch	Booking	Booking	Exch	Invoice
Currency	Currency	Currency	Rate	Cost	Sell	Rate
NZD	NZD	NZD		NZD	NZD		USD
		130.00	1.00	100.00	130.00	.64	83.20

Example 3 – Service Sell NZD; Agent/Booking USD; Invoice USD
Agent	Booking	Service Sell	Exch	Booking	Booking	Exch	Invoice
Currency	Currency	Currency	Rate	Cost	Sell	Rate
USD	USD	NZD		USD	USD		USD
		130.00	.64	64.00	83.20	1.00	83.20

Example 4 – Service Sell NZD; Agent/Booking USD; Invoice NZD
Agent	Booking	Service Sell	Exch	Booking	Booking	Exch	Invoice
Currency	Currency	Currency	Rate	Cost	Sell	Rate
USD	USD	NZD		USD	USD		NZD
		130.00	.64	64.00	83.20	.64	130.00

Example 5 – Service Sell USD; Agent/Booking NZD; Invoice NZD
Agent	Booking	Service Sell	Exch	Booking	Booking	Exch	Invoice
Currency	Currency	Currency	Rate	Cost	Sell	Rate
NZD	NZD	USD		NZD	NZD		NZD
		83.00	.64	100.00	129.68	1.00	129.68

Example 6 – Service Sell USD; Agent/ Booking USD; Invoice USD
Agent	Booking	Service Sell	Exch	Booking	Booking	Exch	Invoice
Currency	Currency	Currency	Rate	Cost	Sell	Rate
USD	USD	USD		USD	USD		USD
		83.00	.64	64.00	83.00	1.00	83.00

Subcode (Dropdown)

If the Agent has a Currency Subcode attached to it, it will display here. It affects which of multiple currency exchange rates should be used. If the Subcode field is blank, it can be left blank, in which case the default currency rate will be used.

Status (Dropdown)

The default initial booking status is displayed. This is defaulted from the Tourplan INI file and may be changed if required. This is determined by each user company’s procedures.

This is the Booking status, and does not relate to the status of individual services. The Booking status determines what actions can be taken with the booking – i.e., whether Vouchers can be issued or Invoices raised, or Allocations taken etc. Service Statuses are detailed in Service Details.

Branch (Dropdown)

The default code is displayed if setup in the User’s settings. Otherwise, select the branch code for this booking from the drop-down list or by typing the code.

The ‘Branch’ is used as the first two characters of the booking reference

Department (Dropdown)

The default code is displayed if setup in the User’s settings. Otherwise, select the department code for this booking from the drop-down list or by typing the code.

The ‘Department’ is used as the second two characters of the booking reference.

Once a Branch & Department have been selected and this Wizard screen exited, the Branch & Department can only be changed prior to any accounting transactions being entered against the booking. If accounting transactions have been entered, the Branch and/or Department can not be changed!

Reference (6 Characters – Auto filled)

The system will automatically create a 6-digit reference number for this booking. The reference number is appended to the Branch & Department codes to form the full Booking Reference. The defaulted value in this field cannot be changed.

The Reference number limitation is currently 2.6 million References. When the reference reaches 999999 it will wrap around to include the alphabet. This enables an additional sequencing as follows:

A00000-A99999 B00000-B99999C00000-C99999

Analyses 1-3 (2 Characters)

These options allow codes to be attached, which can be used to analyse bookings. The codes are user-defined in the Code Maintenance module. Accept the defaults displayed or select the correct codes for this booking from the drop-down lists.

Do not try to fill in or change the upper part of the screen (above the Wizard). This is filled in automatically by the system.

To continue setting up the Booking, click the ‘Forward’ button on the ‘Add New Booking Wizard’ bar. This will open the Pax Travelling Screen

(continued in Pax Travelling)

Tourplan iS V2.07 FastBook Training Guide

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